Case Study

On
One Pacific Health Club

Submitted By
Ankit Pangeni
Kushal Subedi
Surya Lamsal

Submitted To
Raghu Gyawali
 CHAPTER ONE
INTRODUCTION
1.1 Introduction

One Pacific Health Club is a health club located in Pokhara. The aim of this
club is to promote a healthy lifestyle. It offers an extensive selection of club
facilities and classes such as aerobics, yoga and fully-equipped gymnasium
with well-trained instructors experienced in tailoring individual and group
programme. Our team has developed a system to facilitate the club. This
system helps to manage various operations in One Pacific Health Club.

1.2 Problem Statement

 Managing member details, instructor details and classes details was
completely manual, difficult and time consuming.
 Managing membership fees, personal class fees and other extra fees
was difficult.
 Payment was hand to hand.
 Capturing attendance of members was difficult.

1.3 Objectives
The objective of this case study is to develop a system for One Pacific Health
Club in order to automate all the operations. The main objectives are given
below:
 Membership management
 Payment and billing management
 Members attendance management
 Management of instructors and classes details
 Report management
1.4 Scope and Limitation

Scope:

The scope of this case study is to analyse and study all the operations of the
club which were all manually done previously and try to automate them
through our system. The main scopes are given below:

 Our system will be easy to understand and use.

 Our system can be used to make membership management easier.
 Our system can be used to properly organize the payment and billing
process.
 Our system can be used to easily maintain the attendance of members.
 Our system can be used to easily make class schedules

Limitation:

 Our system will be only available to Windows but not to Linux or any
other operating systems.
 Each and every part of the system is not described here.

1.5 Development Methodology

The development methodology we are using is Waterfall Methodology for the

following reasons:
 The end goal of our case study is clearly defined and isn't going to
change.
 All the requirements, scopes and objectives for our system is fully
pictured.
1.6 Report Organization

This case study report is separated into different chapters. Each chapter consists
of various sub-chapters with the content. The opening section of the report
consists of cover page.

In this case study report, the first chapter contains the introduction and its sub
chapters. The sub chapters of Introduction part include Introduction, Problem
statement, Objectives, Scope and Limitation, Development Methodology and
Report Organization.
 CHAPTER TWO
BACKGROUND STUDY AND LITERATURE REVIEW

2.2 LITERATURE REVIEW

Here below is explained about the similar project by Herald Robinson. The gym
management system project is designed to facilitate a gymming and fitness center
to automate its operations of keeping records and store them in form of a large and
user friendly database further facilitating easy access to the personnel

OBJECTIVES OF THE PROJECT

 What was the Problem?

 Existing system was manual.

 Time consuming as data entry which include calculations took lot of time.
 Searching was very complex as there could be 100’s of entry every year.
 The proposed system is expected to be faster than the existing system.
 The Project was made in order to effectively and efficiently cater to
requirements of the fitness center. Very frequently the person who generally
holds the tasks to manage the center needs to keep records of all the
transactions as well as data manually. Generally, In order to structure these
tasks Separate Registers are maintained. This whole process thus becomes
quite cumbersome for them to control manually. Moreover, any wrong data
entered mistakenly can bring serious results.

 This Manually Managed system of the store was also heavily pronged to
data loss due to certain causes Misplacement of Registers, Destruction of
Registers, Unauthorized access to registers etc. which can bring in disastrous
Consequences.

 The cost of maintenance of data and records of occurrence of transactions is

very high.
  Searching a particular data specific to particular requirements is also very
tedious in such system. In order to retrieve records, The responsible person
needs to manually locate the appropriate register and locate the appropriate
placement of that particular record which may be very time consuming.

 Data Redundancy is also a great issue in such kind of

system.”Redundancy” means repetition, Thus data modified or updated at
a particular place may not be data modified or updated at the other related
place which may create inconsistencies in data handling, Destroys Data
Integrity and creates confusion for the owner.

 What the Software Provides in this Regard?

 The software is capable enough to allow the concerned person to store and
retrieve any type of record with just a single click of mouse. The software
allows Interactive, Self describing Graphic User Interface environment where
even standalone users can work very comfortably and easily.

 All the data pertaining to transactions or other important entities is kept at

central database from where its attributes can be easily controlled. But, Such
kind of technical details are hidden from the standalone User. He just needs to
type in correct details of the given entity and then click the save button with the
help of mouse. However, that central repository of data can be easily accessed if
required.

 Data Redundancy is no more the problem now. The data modified from one
particular data entry form will reflect the modifications at the other related
forms too. This has thus reduced the chances of data inconsistency in our data
storage.

 There is no need to manage bulky registers now as data stored in the backend
database can be readily retrieved either from the frontend form itself or directly
from the database.

 Requires one time investment of setting up required Hardware and Software

after which no more headaches is required by the Managers. Moreover, it also
reduces dependence on Man Power.
 Effective Search measures are present at each and every data transactional
forms from where by just entering a unique keyword for that data its whole
records can be readily seen within microseconds. Moreover, facility of
Updating and Deletion of data through search is also available.

CONCLUSION

The objective of this project was to build a program for maintaining the details of
all the members, employees and inventory .The system developed is able to meet
all the basic requirements. The management of the records (both members and
employees) will be also benefited by the proposed system, as it will automate the
whole procedure, which will reduce the workload. The security of the system is
also one of the prime concerns.

There is always a room for improvement in any software, however efficient the
system may be. The important thing is that the system should be flexible enough
for future modifications. The system has been factored into different modules to
make system adapt to the further changes. Every effort has been made to cover all
user requirements and make it user friendly.

 Goal achieved: The System is able provide the interface to the owner so that
he can replicate his desired data. .

 User friendliness: Though the most part of the system is supposed to act in
the background, efforts have been made to make the foreground interaction
with user (owner) as smooth as possible. Also the integration of the existing
system with the project has been kept in mind throughout the development
phase.
 CHAPTER THREE
SYSTEM ANALYSIS

3.1 SYTEM ANALYSIS

The process of planning a new system to replace or supplement an existing system

is known as system analysis. But, prior to any planning, the old system must be
properly understood and the requirements defined. As a result, System Analysis is
the process of obtaining and evaluating data, identifying issues, and applying the
knowledge to recommend system changes. In other terms, System Analysis refers
to a thorough explanation or description. Before a system can be digitized, it must
first be studied. We must investigate how it now operates, what difficulties exist,
and what needs the proposed system must fulfil.

System Analysis is conducted with the following objectives in mind:

1. Identify the customer’s need.

2. Evaluate the system concept for feasibility.

3. Perform economic and technical analysis.

4. Allocate functions to hardware, software people, database & other system

elements.

5. Establish cost and schedule constraints.

6. Create a system definition that forms the foundation for all the subsequent
engineering work.
3.1.1 REQUIREMENT ANALYSIS

Requirement analysis is the process of identifying, gathering, and documenting the

needs and expectations of a system's stakeholders, and then translating them into
specific requirements that the system must fulfil. The goal of requirement analysis
is to ensure that the system is developed to meet the needs of its stakeholders and
achieve its intended goals.

Functional and Non functional requirements

Functional requirements are the specific features and capabilities that the system
must possess to perform its intended functions. They describe what the system
should do and how it should behave.

Non-functional requirements, on the other hand, describe the qualities that the
system must possess in order to be effective and efficient. They are often referred
to as the system's "quality attributes" and include characteristics such as usability,
performance, security, scalability, reliability, and maintainability.

Below are some functional and non functional requirements for our project

1. Membership Management: The system should be able to handle membership

registration, expiration dates, renewals, upgrades, and downgrades. It should
also allow for the creation of different membership types, such as individual
and family memberships.

2. Billing and Payments: The system should be able to generate invoices,

process payments, and track account balances. It should also support various
payment methods, such as credit card and electronic transfer.

3. Inventory Management: The system should be able to track health club

equipment, supplies, and merchandise. It should allow for the ordering of
new supplies and managing vendor relationships.
4. Staff Management: The system should be able to manage club employees,
including scheduling shifts, tracking attendance, managing payroll, and
tracking certification and training requirements.

5. Reporting and Analytics: The system should be able to generate reports on

membership numbers, revenue, attendance, and other key metrics. It should
also provide data analytics to help the club make data-driven decisions.

6. Customer Relationship Management (CRM): The system should be able to

manage customer interactions and relationships. It should include features
for managing customer profiles, tracking customer interactions, and creating
targeted marketing campaigns.

7. Fitness Programming: The system should be able to schedule classes, assign

instructors, and track attendance. It should also allow for the creation of
custom fitness programs for members.

8. User Interface: The system should have an intuitive user interface that is
easy to use for both staff and members. It should be accessible from any
device, such as desktop computers, tablets, and smart phones.

9. Security: The system should have strong security features to protect member
and staff data. It should have password protection, data encryption, and
backup and recovery capabilities.
3.1.2 FEASIBILITY ANALYSIS

Depending on the results of the initial investigation, the project is expanded

to a more detailed feasibility study. Feasibility analysis is a critical step in the
planning phase of a project. It is the process of evaluating the viability of a
proposed project, and determining whether it is both technically and economically
feasible to pursue. The purpose of feasibility analysis is to identify potential risks
and challenges associated with the project, and determine whether it makes sense
to invest resources in its development.

The results of the feasibility analysis are typically documented in a feasibility

report, which outlines the strengths and weaknesses of the project, as well as any
potential challenges or risks. This report can then be used to determine whether the
project should be pursued further, and if so, what steps need to be taken to ensure
its success.

Several types of feasibility analysis for our project are:

1. Technical feasibility: In this project, all the necessary cautions have been
taken care to make it technically feasible. We evaluated the availability and
suitability of the necessary technology to implement and operate the system.
It includes existing infrastructure, hardware, software, and other IT
resources needed to manage the club's operations. We also considered the
ability of technical team to develop and maintain the system, as well as any
potential technical risks or obstacles that may impact the success of the
project.

2. Operational feasibility: This application is very simple to use because it

has been designed using user-friendly GUI tools. The main consideration is
that the user has simple access to all of the application's features. Another
important factor examined is that the user organization is sufficiently trained
to use the newer application. Every feature is available here, according to the
prior operational strategy. The system can be integrated into the club's
existing operations and processes without disrupting day-to-day activities.
3. Economic feasibility: We evaluated the financial viability of the system.
This would include assessing the costs associated with developing and
implementing the system, as well as the potential benefits and return on
investment. We also considered the potential long-term financial
implications of the system, including maintenance costs, upgrades, and any
other ongoing expenses associated with running the club.

4. Schedule feasibility: Schedule feasibility analysis for the fitness health club
project involved evaluating the project timeline and determining whether it
is realistic given the project's scope and available resources. We identified
any potential scheduling conflicts, estimating the time and resources needed
to complete each phase of the project, and created a detailed project plan
with clear timelines and milestones. We also considered the availability and
capacity of the team members responsible for implementing the system, and
any potential delays or obstacles that may impact the project timeline.
3.1.3 STRUCTURED ANALYSIS

CONTEXT DIAGRAM

F
ig: Context Diagram
DATA FLOW DIAGRAM

Fig: Level 0 DFD